Strata Minutes: A Complete Guide for BC Councils

TL;DR

In BC, minutes are the permanent record of what your strata council (and owners at general meetings) decided and did, not a transcript of who said what. The Standard Bylaws require the council to record the results of all votes in the minutes and to inform owners of council minutes within 2 weeks, even if the minutes are still “draft.” BC Laws
The Strata Property Act also requires the strata to prepare and keep minutes (with vote results) and make them available on request within statutory timelines, with regulated copy fees. BC Laws

What to write in your minutes

Header: Strata Plan:
Meeting Type: Council Meeting / General Meeting
Date, Time:
Place/Platform:
Quorum: Confirmed/Unconfirmed
–
Attendance: Present: A, B, C. (Optional)
Chair: Always included
Regrets: Initials work
Manager: If applicable
Guests: If any
–
Approvals: The agenda was approved as circulated. / The minutes of the previous meeting were approved as presented/corrected.
–
Decisions (Any Discussions with Resolutions): Motion: plain description of the decision
Action: who will do what by when
Vote: see details on pass/fail or numbers here – strataminutes.ca
–
Closing: Next meeting: [date/time] or TBD
Adjourned at: [time]

Example minute motion entry

“Motion: Award the hallway repaint to ABC Painting for $18,950 plus tax from the CRF.
Action: Manager to sign contract and schedule for October.
Vote: Carried, [5–1]”
BC Laws

The essentials (clear, human, BC-specific)

1) Minutes are about decisions and actions — not verbatim dialogue. Well-run minutes capture what was decided, why in brief (if needed), and what happens next. They should be factual, concise, and neutral. CHOA’s long-standing guidance puts it simply: minutes are a record of what is done, not what is said. choa.bc.ca
2) What must be recorded at council meetings. Under the Standard Bylaws (which many stratas use unless amended), council minutes must include:
- The results of all votes (e.g., “carried” or “defeated,” and you may include the count like “5–1”).
- The fact that observers (owners) were excluded for privacy when appropriate (bylaw enforcement hearings and other privacy-sensitive items).
- Who declared a conflict, where they left for the discussion and vote, and did not vote.
  
  The minutes themselves do not need to name movers/seconders unless your practice or meeting rules require it.
  BC Laws
CHOA bulletin (best practice): Motions—whether they pass or fail—belong in the minutes, and the results of the vote should be recorded. choa.bc.ca

Why this matters legally

Vote results are expressly required to be recorded in council minutes. BC Laws

Conflict-of-interest handling is set by the Act: disclose, abstain, and leave the room (unless invited to provide information). If a member with a conflict votes, there are potential remedies under s.33. Your minutes are where you show you complied. BC Laws

What must be recorded at general meetings

For AGMs/SGMs, the Standard Bylaws say the chair must announce the outcome of each vote and, if a precise count is requested, record the number of votes for and against in the minutes. (Elections by secret ballot are permitted; results still get recorded.) BC Laws

Practical approach:

If someone asks for a precise count, record the numbers.
Otherwise, “carried/defeated” is sufficient.
Include the wording of special resolutions in full, as circulated, and whether they passed by the required threshold.

For deeper dive on this topic:

Do minutes have to show pass/fail? (StrataMinutes.ca)
Should vote counts be recorded? (StrataMinutes.ca)

Timing: when owners must get the minutes

Under the Standard Bylaws, the council must inform owners of the minutes within 2 weeks of each council meeting, whether or not the minutes have been approved. “Inform” can be by email, portal, notice board, or your normal communication method. Draft is okay; mark “Draft — pending approval.” BC Laws

Owners can also request copies under s.36 of the Act; the strata must respond within 2 weeks (1 week for bylaws and rules). Regulation 4.2 caps the strata copy/printing fees at $0.25/page and inspection is free. BC Laws

How we deliver minutes within 2 weeks (StrataMinutes.ca)

What to omit or anonymize (privacy)

BC’s PIPA (private-sector privacy law) applies to stratas. Collect, use, and disclose only the minimum personal information necessary to document decisions. In enforcement items, record the decision (e.g., fine amount, compliance deadline) and avoid unnecessary personal details or allegations. When in doubt, lean minimal and objective. oipc.bc.ca

If you include privacy-sensitive content, rely on the Standard Bylaws to move into a closed portion of the meeting and record that owners/observers were excluded. BC Laws

Our privacy policy:

Retention and access

The Act requires the strata to prepare strata minutes and the Province’s guidance confirms minutes must be kept at least 6 years. The CRT’s guide says the same and reiterates that owners must be notified of council minutes within 2 weeks. Keep minutes organized, consistent, and readily producible. BC Laws, Government of British Columbia

For property managers and council chairs, that means:

Track action items for follow-up.

Keep a single, authoritative minutes folder (with “Draft” and “Approved” clearly labeled).

Include vote results every time.

Hearings and bylaw enforcement in minutes

Owners and tenants can request a hearing; the council must hold it within 4 weeks and issue a written decision within 1 week if a decision was sought. Reflect this in the minutes: record that a hearing occurred, topic (briefly), that the owner attended, and that a written decision will issue within timelines (do not put sensitive testimony in the minutes). BC Laws

Conflicts of interest — how to minute them

If a council member has a direct or indirect interest in a matter, the Act requires them to disclose promptly, abstain from voting, and leave during discussion and vote (unless invited solely to provide information). Your minutes should document each step in one neutral line. BC Laws

Example: “Member Lee declared a conflict regarding the elevator service contract, left for discussion and vote, and did not vote.”

Helpful background for council members:

BC government overview of council roles and conflicts. Government of British Columbia

Draft vs. approved minutes

It’s normal to share draft council minutes to meet the 2-week requirement. Keep them professional and complete. At the next meeting, the council can approve as presented or approve with corrections. Corrections should be limited to accuracy, not rewriting history. If an error is found after approval, add a correcting entry at the next meeting (do not alter approved minutes retroactively).

Level of detail — how much is enough?

Aim for consistent, decision-oriented summaries. For each item:

Issue: one line.
Decision: clear sentence that stands on its own five years from now.
Vote result: “carried/defeated” (and numbers when appropriate).
Action: who and by when.

Avoid hearsay, speculation, and commentary. This satisfies the legal requirements while keeping the record useful and professional. choa.bc.ca

Owners’ access and fees (quick reference)

Who can inspect/copy: owners, certain tenants, and authorized representatives.

Response time: generally within 2 weeks (1 week for bylaws/rules).

Fees: up to $0.25/page for copies; no fee to inspect.

Format: electronic copies are common; if you charge for copies, the max still applies. BC Laws

For a step-by-step access guide: CRT’s “How to Find Strata Documents and Records.” civilresolutionbc.ca

Common pitfalls to avoid

Missing vote results in council minutes. The Standard Bylaws require them every time. BC Laws

Publishing personal information that isn’t necessary. Use minimal, purpose-bound wording per PIPA guidance. oipc.bc.ca

Waiting for approval before telling owners about council minutes. You must inform owners within 2 weeks regardless. BC Laws

Not documenting conflicts or that members left and abstained. The Act requires these steps; your minutes should show it happened. BC Laws

Losing the trail for six-year retention. Keep a dated archive and a simple naming convention. Government of British Columbia

Why these are the rules (BC sources)

BC Strata Property Act, ss. 31–36 — standard of care, conflicts, records, and access (incl. 2-week timeline to respond). BC Laws

BC Strata Property Act — Schedule of Standard Bylaws (Div. 3, ss. 17–22; Div. 5, s. 27) — record results of all council votes, inform owners of minutes within 2 weeks, privacy portions of meetings, and when vote numbers must be recorded at general meetings. BC Laws

Province of BC: Strata council meetings (gov.bc.ca) — plain-language confirmation of minute-taking, vote recording, and timelines. Government of British Columbia

OIPC BC: Privacy guidelines for strata corporations and strata agents (PIPA) — collect/use/disclose only what’s necessary; keep minutes objective and privacy-aware. oipc.bc.ca

Strata Minutes: Complete Guide for BC Councils